Action

1

Welcome

Fraser apologised that the meeting would be run very tightly to keep it within a sensible time frame as there was a lot to get through

2

Previous minutes

Fraser gave a brief summary

3

Matters arising from last meeting

There were no matters outstanding

4

CAT progress update

Colin Love discussed the Cat Process; to complete Stage 2, we need to get an independent valuation and we are responsible for half of the costs – SAC will arrange this, Title Check and Funding in place.  Once submitted the application could take up to 6 months to go through.  Cabinet meeting once a month.

Colin suggested funding through Advance Community Asset Fund, up to £100.000 max available, recommended applying for £75.000, help to cover resurfacing of courts with Viscount Doe 32 Surface. The trustees said they didn’t want that surface as it becomes very slippery and dangerous when wet.

Colin said he couldn’t put a cash figure on a letter of comfort.

Colin was asked again to have Melissa put us on her fortnightly funding opportunities mailing list. We haven’t received anything from her.

We are to resend the Stage 2 document early November after the evaluation (which Coin needs) – see 6.

CL

CL

CL & us

5

Ayrshire Tennis update

Lynn reported from Ayrshire Tennis Meeting, rather than paying League Fees, want clubs to pay £3 a head each year, discussed, not going to be any worse off, but want to know as a club what we get out of it. Also need to find out if this on top of the current fees or instead of, and also what they want the money for.

Hospice Tournament to be held in the summer, clubs to hold on a rota basis.

LD

6

Fund raising and Letter of Comfort overview

Grant (by speaker) advised, he feels we either have to own the courts, or have a signed lease to be able to get support for funding.  He did get a letter of support from the Council, but it is more for applying for equipment.  Grant is to email a copy to Allan. 

Allan and Grant going to look at funding through LTA, SportScotland, Murray Foundation and maybe set up a meeting.  Also going to look at resurfacing prices.

Will report and update end of October, beginning of November.

GM

GM & AT

7

Knock Around the Clock fundraising report overview

Liz reported that it was a great success and raised over £1200

(b) Bank account status overview

Liz reported that our accounts are comfortably in the black

The club has raised £1800, through various fundraising events through the season. Bank Statement shows we are up £2000 on last year.  We are paying £78 a month for electricity to be minuted for Colin SAC.  Liz to look at the club becoming VAT registered.

(c) Latest electricity bill for Colin

Liz sent Fraser photos of the latest bill and these were forwarded to Colin who emailed back to say he had passed them on. Colin will keep on this and report back in due course.

8

Extra actions done

Shelves have been bought for future storage.

Lynn updated, new switches for flood lights (thanks to Iain), and purchased a new cabinet for old Trophies. 

New salvers purchased for Juniors, which are sponsored by James, Ian, Marion and Lynn. 

Indoor courts booked for Juniors, suggested £2 a head to cover costs of hall.  Discussed this at a later date, not included in monthly charges, maybe too late to ask parents for this, club will pay this season.  We will need to monitor charges over next 6 months and cost accordingly for next season. 

Hall charges are to be invoiced monthly.

9

AOB

Other actions to pursue, send emails to Councillors, regarding club and funding, letters of recommendation from Active Schools, Thriving Community for use of our courts and applying to Award Scheme. Marion is going to look into these.

Ian, Grant and Miran to look into applying for PVG for junior coaching.

James was contacted by a Co, if club would be interested in installing Padel Courts, Co would play 80%, club 20%, James to follow up.

James to supply a copy of his PVG to Fraser.

Saturday coaching to continue, weather permitting.

We should be holding meetings every 3 or 4 months. The next meeting, date to be confirmed, will be some time in November.

MM

IM & MP

JMcN

JMcN

FD

(b) Succession plans for next season overview

Fraser talked about putting in place Shadow Treasurer/Secretary/Vice President and President to begin with.  Possibly a new position Membership Secretary. 

Regarding payment methods, he suggested doing away with BACS and go with GoCardless and this met with approval from all, but it needs to be ratified at the AGM perhaps.

All

(c) Membership secretary position?

Fraser suggests it would be best if the responsibilities are shared. We will take this up at the AGM.

All

(d) Maintenance work

Nothing is urgent and will be taken up again for the AGM.

The only outstanding issue (discussed briefly) is for SAC to look into some system to stop the clubhouse becoming flooded in heavy rains. The drains have been rodded and inspected and there is a problem with the way they have been laid.

CL